UNION AND STUDENT ACTIVITIES
HUB-ROBESON CENTER
STUDENT ORGANIZATION OFFICE SPACE AGREEMENT
FALL 2015 SPRING 2016
This agreement sets the terms and conditions under which student organizations may use the office space in the
HUB-Robeson Center. It is expected that organizations with offices in the HUB act responsibly by taking care of
the furnishings and the office they've been assigned.
Complete policies are posted at http://www.sa.psu.edu/usa/hub/advisory_board.shtml. It is your responsibility to
review and comply to all office space policies. The policies listed at the above web address supersede this
document as revisions may occur throughout the year. In addition to the terms already set forth in Policies and
Rules for Student Organizations, all student groups agree to adhere to the following:
1.
Length of Time
Office space is assigned by the HUB-Robeson Center Advisory Board on a yearly basis. All organizations
with offices in the HUB-Robeson Center must re-apply yearly by completing the on-line application to be
considered for space. If an organization does not re-apply for space by the deadline, their space will be reassigned.
Office space is not guaranteed. New organizations are permitted to move into their office space beginning the first
day of Summer Intercession. Space must be vacated by the last day of finals each spring semester.
2.
Office Space and Furniture
 Organizations assigned to individual offices are provided with a desk, chair, white board, filing
cabinet, storage cabinet, conference table, and chairs.
 Organizations assigned to shared office space will have a desk and chair and will share a white
board, conference table, filing cabinet and storage cabinet. Organizations must be considerate of
the other organizations who share the office.
 Office furnishings may be moved around within each office to accommodate the organization's
needs but the furniture must not be removed from the offices. Lounge furniture and study area
chairs may not be moved into any individual student organization's office. If you need additional
chairs contact Brad Wagner, Supervisor of Maintenance, at 865-2221.
 All physical changes to the office and the addition of furniture must be approved in advance by
Mary Edgington, Senior Director of Union and Student Activities or Carlos Wiley, Director of the
Paul Robeson Cultural Center, depending on specific area.
 It is expected that student organizations will maintain a clean office area. Food should not be
stored in offices. Food trays should be returned to the ground floor, not kept in the office or
placed on recycle bins on the second and third floors. Union and Student Activities (USA) HUBRobeson Center Tech Service Staff will periodically clean the office areas and will empty trash on
a daily basis. Any damages to the furnishings and/or the office will be the responsibility of the
organizations.
 Anything to be placed on the walls must be hung by the USA HUB staff. Items may be placed on
the bulletin boards found on the door to the office. Items may not be taped to the walls or doors.
If this occurs, the items will be removed by USA HUB staff. Student organizations will be
charged for repairing and painting the walls if damage occurs.
 If you have any questions regarding hanging items or making changes to the office, please ask
Brad Wagner, Supervisor of Maintenance, for guidance and permission.
3.
Use of Office
Information requested on the application includes office hours. Your organization is expected to maintain
advertised office hours. Office hours must be posted on the door of each office space. Failure to do so could result
in the loss of your space. Offices are designed to conduct daily organization business and small committee
meetings. For larger meetings, organizations can schedule meeting space, free of charge through the Event
Management Office located in room 125 and on the web at https://reservations.psu.edu/virtualems.
4.
Card Swipe Access
The President will be required to fill out a card swipe access agreement and to provide a list of members
who are permitted to access the office. The president is responsible for this space and also who has access to the
space. All previous year card swipe access information will be removed on June 1st. New information will be added
at this time if submitted. Please complete this form and submit to 125 HUB. This form can be accessed by visiting:
http://studentaffairs.psu.edu/hub/pdf/swipe_card_request.pdf
-PLEASE SEE REVERSE SIDEStorage
Locker space is available on a first come first serve basis. Please see Heide Port in 237 HUB to apply for
locker space.
5.
6.
Mailbox File
Each recognized organization has a mail file located at the HUB Information Desk. All correspondence
received by the University for your organization is placed in this file. Please check this file often! Money should
never be placed in this file. Package delivery notices will be placed in your files as well. A member of the
organization will need to sign for pick-up.
7.
Complaints
If a complaint is received from an organization sharing the office with you, you will be sent an e-mail
regarding the problem. The Union and Student Activities office and the HUB-Robeson Center Advisory Board will
be notified when a complaint is received. Unresolved problems will result in possible referral to the Student
Organization Conduct Committee and possible sanctions, which may include the loss of your office space.
8.
Computers
Student Affairs and the CLC/CLM (Penn State Classroom and Lab Computing department in cooperation
with the Cooperative Lab Management program) have, in the past, provided one computer per office area. This
program is being eliminated due to lack of use and resources. Once this particular computer becomes nonfunctioning, it will not be repaired nor replaced and it will be removed from the office. Through a survey conducted
last year by the HUB-Robeson Center Advisory board and sent to the Presidents of office space holders in the HUB
that year, it was found that student organizations primarily utilize their personal computers while in the office area.
And through the HUB-Robeson Center expansion project, there are now several locations throughout the HUBRobeson Center where computer work can be completed and printed.
When this computer becomes obsolete,
please contact Heide Port at HAP2@psu.edu.
FAILURE TO COMPLY WITH THESE POLICIES MAY RESULT IN THE LOSS OF OFFICE SPACE
AND/OR OTHER SANCTIONS.
Complete policies are posted at http://www.studentaffairs.psu.edu/hub/advisoryboard/.
It is your responsibility to review and comply to all office space policies.
The policies listed at the above web address supersede this document as revisions may occur throughout the
year.
As the president/director/chair or designate of my organization, I have reviewed this agreement
and accept these terms for my organization.
Name of Organization: ______________________________________Office Room #__________________
President Name:
__________________________
President Email:_____________________
Phone Number (cell preferred): ________________________________________________________________
Signed: ________________________________________
Date:
_____________________
Updated 3/17/15